graph TB
%% ============================================
%% DEALER ONBOARDING COMPREHENSIVE WORKFLOW
%% Based on Re_New_Dealer_Onboard.md
%% ============================================
Start([Dealer Inquiry Received]) --> SubmitForm[Applicant Submits
'Become a Dealer' Form
Captures: Name, Mobile, Email, Age,
Country, State, District, Pincode,
Interested City, Company Name,
Education, Ownership Details, Address]
SubmitForm --> StoreApp[System Stores Application
in Database & Shows in Listing]
StoreApp --> CheckOpportunity{System Checks Location
Against Opportunity Master
Has Vacancy?}
CheckOpportunity -->|No Opportunity| NonOppEmail[Send Non-Opportunity Email
Informs: Region Closed
Info Retained for Future Reference]
CheckOpportunity -->|Opportunity Exists| OppEmail[Send Opportunity Email
with Login Credentials
& Questionnaire Link]
OppEmail --> AccessQuestionnaire[Applicant Accesses
Questionnaire Portal]
AccessQuestionnaire --> FillQuestionnaire[Applicant Fills Comprehensive
Questionnaire:
Personal Information
Financial Information
Business Information]
FillQuestionnaire --> AutoScore[System Auto-Scores Responses
Calculates Weighted Rank
Generates Questionnaire Score
e.g., 78/100]
AutoScore --> AdminBucket[Application Moves to
Admin Review Bucket]
AdminBucket --> DDAdminReview[DD-Admin Reviews Application
Validates Details & Documents
Work Notes: Adds Remarks]
DDAdminReview --> AdminDecision{Admin Decision:
Shortlist or Archive?}
AdminDecision -->|Archive| ArchiveApp[Archive for Future
Opportunities]
AdminDecision -->|Shortlist| AssignZone[Assign to Respective
Zone/Region
Work Notes: Assignment logged]
AssignZone --> AssignZM[Auto-Assign to
DD-ZM & RBM]
%% ============================================
%% LEVEL 1 INTERVIEW PROCESS
%% ============================================
AssignZM --> ScheduleL1[DD-Admin Schedules Level 1 Interview
Interview Type: Level 1
Mode: Virtual Google Meet OR Physical Venue
Date & Time: Calendar Selection
Participants: DD-ZM, RBM, Applicant
Meeting Link/Venue: Admin Enters]
ScheduleL1 --> SendCalL1[System Sends Google Calendar Invites
to DD-ZM, RBM & Applicant
Contains: Date, Time, Mode, Link/Venue]
SendCalL1 --> ConductL1[Level 1 Interview Conducted
DD-ZM + RBM with Applicant
Virtual via Google Meet OR Physical]
ConductL1 --> EvalL1[Level 1 Evaluation Process]
EvalL1 --> KTMatrixL1[DD-ZM & RBM Fill KT Matrix
Quantitative Scoring:
- Age & Qualification
- Local Knowledge & Influence
- Passion for Royal Enfield & Riding
- Business Acumen & Investment Capacity
- Base Location vs Applied Location
- Property Ownership
- Time Availability
- Future Expansion Plans
Total: 100% Weighted]
KTMatrixL1 --> FeedbackL1[DD-ZM & RBM Submit
Interview Feedback Form
Qualitative Assessment:
- Strategic Vision & Market Understanding
- Management Capabilities
- Operational Readiness
- Key Strengths & Areas of Concern
Overall Performance Score
Final Recommendation: Approve/Reject/Hold]
FeedbackL1 --> WorkNotesL1[Work Notes: Panelists Add Comments
@tag Users for Clarifications
Time-Stamped Communication Trail]
WorkNotesL1 --> RankL1[System Auto-Calculates
Total KT Matrix Score
Updates Applicant Rank
within City/Region]
RankL1 --> DecisionL1{Level 1 Decision
Approve or Reject}
DecisionL1 -->|Rejected| RejectL1[Store Rejection Reason
Work Notes: Log Decision
Notify Applicant via Email & WhatsApp
Audit Trail: Action Logged]
DecisionL1 -->|Approved| AssignL2[Auto-Assign to
DD-Lead + ZBH
Work Notes: Status Update Logged]
%% ============================================
%% LEVEL 2 INTERVIEW PROCESS
%% ============================================
AssignL2 --> ScheduleL2[DD-Admin Schedules Level 2 Interview
Interview Type: Level 2
Mode: Virtual Google Meet OR Physical Venue
Date & Time: Calendar Selection
Participants: DD-Lead, ZBH, Applicant
Meeting Link/Venue: Admin Enters]
ScheduleL2 --> SendCalL2[System Sends Google Calendar Invites
to DD-Lead, ZBH & Applicant
Contains: Date, Time, Mode, Link/Venue]
SendCalL2 --> ConductL2[Level 2 Interview Conducted
DD-Lead + ZBH with Applicant
Virtual via Google Meet OR Physical]
ConductL2 --> EvalL2[Level 2 Evaluation Process]
EvalL2 --> FeedbackL2[DD-Lead & ZBH Submit
Interview Feedback Form
Business Strategy & Operational Assessment:
- Strategic Alignment
- Business Viability
- Operational Capability
- Market Understanding
Final Recommendation: Approve/Reject/Hold]
FeedbackL2 --> WorkNotesL2[Work Notes: Panelists Add Comments
@tag Users for Clarifications
Time-Stamped Communication Trail]
WorkNotesL2 --> DecisionL2{Level 2 Decision
Approve or Reject}
DecisionL2 -->|Rejected| RejectL2[Store Rejection Reason
Work Notes: Log Decision
Notify Applicant via Email & WhatsApp
Audit Trail: Action Logged]
DecisionL2 -->|Approved| AssignL3[Auto-Assign to
NBH + DD-Head
Work Notes: Status Update Logged]
%% ============================================
%% LEVEL 3 INTERVIEW PROCESS WITH AI
%% ============================================
AssignL3 --> ScheduleL3[DD-Admin Schedules Level 3 Interview
Interview Type: Level 3
Mode: Virtual Google Meet OR Physical Venue
Date & Time: Calendar Selection
Participants: NBH, DD-Head, Applicant
Meeting Link/Venue: Admin Enters]
ScheduleL3 --> SendCalL3[System Sends Google Calendar Invites
to NBH, DD-Head & Applicant
Contains: Date, Time, Mode, Link/Venue]
SendCalL3 --> ConductL3[Level 3 Interview Conducted
NBH + DD-Head with Applicant
Virtual via Google Meet OR Physical]
ConductL3 --> EvalL3[Level 3 Evaluation Process]
EvalL3 --> CollectAllFeedback[Collect All Panel Feedback
RBM, ZBH, DD-ZM, DD-Lead, DD-Head
Quantitative Scores + Qualitative Insights
Using Dealer Interview Recommendation Sheet]
CollectAllFeedback --> AIGenerate[AI Engine Gemini API
Processes All Inputs
Generates 2-3 Line Summary:
- Consensus Trend Across Panelists
- Applicant Key Strengths & Differentiators
- Potential Concerns or Areas for Improvement]
AIGenerate --> NBHReview[NBH Reviews AI Summary
Editable Format
Can Modify or Approve Directly]
NBHReview --> WorkNotesL3[Work Notes: NBH Adds Final Remarks
@tag Stakeholders if Needed
Time-Stamped Communication Trail]
WorkNotesL3 --> DecisionL3{Level 3 Final Decision
Approve or Reject}
DecisionL3 -->|Rejected| RejectL3[Store Rejection Reason
Work Notes: Log Decision
Notify Applicant via Email & WhatsApp
Audit Trail: Action Logged]
DecisionL3 -->|Approved| AssignFDD[Auto-Assign to FDD Team
External Agency
Work Notes: Status Update Logged]
%% ============================================
%% FDD PROCESS
%% ============================================
AssignFDD --> SendFDDLink[System Sends OTP-Protected Link
to External FDD Agency
SSO Credentials for Access]
SendFDDLink --> FDDAccess[FDD Team Accesses
Restricted Interface
Views Assigned Applications Only]
FDDAccess --> FDDWorkNotes[Work Notes: FDD Can Raise Queries
@DD-Admin or @Finance
Request Missing Documents
Flag Non-Responsive Applicants]
FDDWorkNotes --> FDDUpload[FDD Team Uploads FDD Report
L1/L2 Reports with Remarks:
- Bank Statements
- Income Tax Returns
- Credit Reports
- Property Papers
- Business Valuation Reports]
FDDUpload --> FDDSubmit[FDD Marks Report as Submitted
Locks Further Edits
Work Notes: Submission Logged]
FDDSubmit --> FinanceReview[Finance Team Reviews FDD Report
Validates Financial Compliance
Work Notes: Finance Adds Review Comments
@DD-Lead for Clarifications if Needed]
FinanceReview --> FinanceFDDDecision{Finance Decision
Approve or Reject}
FinanceFDDDecision -->|Rejected| RejectFDD[Store Rejection & Notify
Work Notes: Log Rejection Reason
Notify DD-Admin & Applicant]
FinanceFDDDecision -->|Approved| LOIDocRequest[LOI: Request Documents
from Applicant
Work Notes: Status Update Logged]
%% ============================================
%% LOI DOCUMENT COLLECTION
%% ============================================
LOIDocRequest --> RequestLOIDocs[DD-Admin Requests LOI Documents
Automated Request to Applicant
Linked Folder Structure:
Region → Prospect Name → Location →
Interview Date → LOI Issuance Date]
RequestLOIDocs --> CollectLOIDocs[Applicant Uploads Mandatory Documents:
- DIP Booklet filled & signed by RBM
- Profile Sheet
- Dealership Application Form
- Interview Feedback Forms RBM & ZBH
- Land Selection Criteria Sheet
- Logic Note & Comparative Logic Note
- Zonal Evaluation Form
- Authorization Letter
- City Map PPT
- Proposed Location Photos min 20 PPT
- Layout Drawings PPT
- Viability Sheet
- Project Plan
- Self-signed PAN/Aadhaar all partners both sides
- CIBIL Reports all partners
- Dealership Name & Address Email from RBM
- Rental/Lease Agreement or Consent Letter]
CollectLOIDocs --> VerifyLOIDocs[DD-Admin Verifies Document Completeness
Checks Folder Format & Metadata
Interview Date, LOI Issuance Date,
Document Ageing Tracking]
VerifyLOIDocs --> VerifyWorkNotes[Work Notes: DD-Admin Adds
Verification Remarks
@Finance if Clarification Needed]
VerifyWorkNotes --> DocsComplete{Documents Complete?}
DocsComplete -->|Incomplete| RequestMoreDocs[Request Missing Documents
Work Notes: Log Missing Items
System Reminder to Applicant]
RequestMoreDocs --> CollectLOIDocs
DocsComplete -->|Complete| RequestSecurityDeposit[Request Security Deposit
via RTGS/NEFT
Work Notes: Status Update]
%% ============================================
%% SECURITY DEPOSIT VERIFICATION
%% ============================================
RequestSecurityDeposit --> UploadDeposit[Applicant Uploads Deposit Proof
Transaction Slip or Confirmation]
UploadDeposit --> FinanceVerifyDeposit[Finance Verifies Security Deposit
Cross-Checks with Corporate Account
Validates Transaction ID, Amount, Bank Record]
FinanceVerifyDeposit --> FinanceDepositNotes[Work Notes: Finance Adds
Verification Remarks
@DD-Admin if Discrepancy Found]
FinanceDepositNotes --> DepositDecision{Deposit Verified?}
DepositDecision -->|Rejected| RejectDeposit[Flag Discrepancy & Notify
Work Notes: Log Discrepancy Details
Request Correct Proof]
RejectDeposit --> UploadDeposit
DepositDecision -->|Approved| LOIApprovalWorkflow[LOI Approval Workflow
Work Notes: Status Update Logged]
%% ============================================
%% LOI APPROVAL WORKFLOW
%% ============================================
LOIApprovalWorkflow --> FinanceLOIReview[Finance Reviews LOI Documents
Verifies Document Completeness
Validates Security Deposit
Work Notes: Finance Adds Approval Remarks]
FinanceLOIReview --> FinanceLOIDecision{Finance Approval}
FinanceLOIDecision -->|Rejected| RejectLOI1[Store Rejection & Notify
Work Notes: Log Rejection Reason
Notify DD-Admin & Applicant]
FinanceLOIDecision -->|Approved| DDHeadLOIReview[DD-Head Reviews LOI
Validates Business Justification
Network Alignment
Work Notes: DD-Head Adds Remarks]
DDHeadLOIReview --> DDHeadLOIDecision{DD-Head Approval}
DDHeadLOIDecision -->|Rejected| RejectLOI2[Store Rejection & Notify
Work Notes: Log Rejection Reason
Notify Finance & Applicant]
DDHeadLOIDecision -->|Approved| NBHLOIReview[NBH Reviews LOI
Final Release Authorization
Work Notes: NBH Adds Final Remarks]
NBHLOIReview --> NBHLOIDecision{NBH Final Approval}
NBHLOIDecision -->|Rejected| RejectLOI3[Store Rejection & Notify
Work Notes: Log Rejection Reason
Notify DD-Head, Finance & Applicant]
NBHLOIDecision -->|Approved| GenerateLOI[Generate LOI Document
Auto-Populated with Applicant Details
Approved RE Format]
GenerateLOI --> UploadLOI[DD-Admin Uploads LOI to System
Tagged: Issue Date, Authorized Signatory,
Document Version, Upload Timestamp
Work Notes: Document Upload Logged]
UploadLOI --> SendLOI[System Sends LOI
via Email & WhatsApp
to Applicant
Notification to All Stakeholders]
SendLOI --> LOIAcknowledgement[Applicant Uploads
LOI Acknowledgement Copy
Signed with Seal & Signature]
%% ============================================
%% DEALER CODE GENERATION
%% ============================================
LOIAcknowledgement --> GenerateDealerCode[DD-Admin Initiates
Dealer Code Creation
via SAP OData API Integration]
GenerateDealerCode --> CreateCodes[System Generates & Stores Codes:
- Sales Code
- Service Code
- GMA Genuine Motorcycle Accessories Code
- Gear Code
Links to DMS, MSD, CRM Systems]
CreateCodes --> CodeComplete[Dealer Code Generated
Status: Dealer Code Generated
Notifications: DD-Admin, Finance, Legal
Audit Trail: Code Creation Logged]
%% ============================================
%% ARCHITECTURAL WORK
%% ============================================
CodeComplete --> AssignArchitecture[DD-Admin Assigns Case
to Architecture/Brand Experience Team]
AssignArchitecture --> ArchUpload[Architecture Team Uploads:
- DWG Layout
- Site Dimension Drawings
- Multiple Drawing Sets]
ArchUpload --> DealerConsent[Dealer Provides Written Consent
via Email Confirming Acceptance
of Layout as per Vastu & Design Guidelines]
DealerConsent --> ConsentDecision{Dealer Consent
Approved?}
ConsentDecision -->|Rejected| ReviseLayout[Revise Layout
Work Notes: Log Revision Request]
ReviseLayout --> ArchUpload
ConsentDecision -->|Approved| IssueLayout[Final Layout Issued to Dealer
Multiple Drawing Sets for Construction
Work Notes: Layout Issuance Logged]
IssueLayout --> DealerConstruction[Dealer Initiates Infrastructure Work
Progress Tracked via Uploaded
Photographs or Reports]
%% ============================================
%% STATUTORY DOCUMENTATION
%% ============================================
DealerConstruction --> CollectStatutory[Collect Statutory Documents
Admin & Architecture Teams Coordinate]
CollectStatutory --> UploadStatutory[Applicant Uploads Statutory Documents:
- GST Registration Certificate
- PAN
- Nodal Agreement
- Cancelled Cheque
- Partnership Deed / LLP / MOA / AOA / COI
- Firm Registration Certificate
- Rental / Lease / Land Agreement
- Virtual Code Confirmation
- Domain ID for @dealer.royalenfield.com
- MSD Microsoft Dynamics Configuration
- LOI Acknowledgement Copy Signed]
UploadStatutory --> VerifyStatutory[Finance & Legal Verify Documents
Update Status: Verified / Pending /
Re-submit Required
Add Remarks]
VerifyStatutory --> StatutoryWorkNotes[Work Notes: Verifiers Add Comments
@DD-Admin if Issues Found
Time-Stamped Trail]
StatutoryWorkNotes --> StatutoryDecision{All Documents Verified?}
StatutoryDecision -->|Rejected| RequestStatutory[Request Re-submission
Work Notes: Log Missing/Invalid Items
Notify Applicant]
RequestStatutory --> UploadStatutory
StatutoryDecision -->|Approved| EORChecklist[EOR: Essential Operating
Requirements Checklist
Work Notes: Status Update Logged]
%% ============================================
%% EOR CHECKLIST VERIFICATION
%% ============================================
EORChecklist --> EORVerify[All Functional Teams Verify
EOR Parameters:
- Sales Team: Sales Standards
- Service Team: Service Tools & Equipment
- IT Team: DMS/MSD Configuration & Connectivity
- Finance Team: Financial Readiness
- Training Team: Staff Training Completion
- Architecture Team: Brand Signage & Facility
- Display Vehicle Readiness
- Spare Inventory Availability
- Safety & Security Compliance
- Test Ride Vehicles Ready]
EORVerify --> EORWorkNotes[Work Notes: DD-Admin Monitors Progress
@tag Teams for Pending Items
Time-Stamped Updates]
EORWorkNotes --> EORProgress[System Tracks Progress Bar
Shows Completion Percentage
e.g., 12/16 Items Complete]
EORProgress --> EORComplete{EOR 100% Complete?}
EORComplete -->|No| ContinueEOR[Continue EOR Verification
Work Notes: Track Pending Items
SLA Reminders if Needed]
ContinueEOR --> EORVerify
EORComplete -->|Yes| EORReady[EOR Completed
System Auto-Transitions to
Inauguration Readiness
Work Notes: Completion Logged
Notifications: DD-Head, NBH]
%% ============================================
%% LOA ISSUANCE
%% ============================================
EORReady --> LOARequest[LOA: Request Preparation
DD-Admin Initiates LOA Document]
LOARequest --> LOAReview[DD-Head Reviews:
- Infrastructure Completion
- EOR Readiness
- Compliance Artefacts
Work Notes: DD-Head Adds Remarks]
LOAReview --> NBHLOAReview[NBH Reviews:
- Final Sign-Off Authorization
- Brand Readiness Assessment
- Site Validation & Inspection
Work Notes: NBH Adds Final Remarks]
NBHLOAReview --> LOADecision{LOA Approved?}
LOADecision -->|Rejected| RejectLOA[Store Rejection & Notify
Work Notes: Log Rejection Reason
Notify DD-Head & DD-Admin]
LOADecision -->|Approved| GenerateLOA[Generate LOA Document
Official Authorization to Operate
under Royal Enfield]
GenerateLOA --> UploadLOA[DD-Admin Uploads LOA to System
Tagged: Issue Date, Authorized Signatory,
Document Version, Upload Timestamp
Work Notes: Document Upload Logged]
UploadLOA --> SendLOA[System Sends LOA
via Email & WhatsApp
to Applicant
Notification to All Stakeholders]
%% ============================================
%% INAUGURATION
%% ============================================
SendLOA --> ScheduleInauguration[DD-Admin Coordinates
Inauguration Event
with NBH, ZBH, RBM,
Brand Experience Teams]
ScheduleInauguration --> InaugurationEvent[Inauguration Event Conducted
Date & Venue Logged
Attendees: NBH, DD-Head, ZBH, RBM,
Architecture, Brand Experience]
InaugurationEvent --> UploadInauguration[Upload Inauguration Report:
- Event Summary Report
- Photographs
- Press Releases
- Video References]
UploadInauguration --> UpdateDealerStatus[Update Dealer Info:
- Inauguration Date
- Status: Active Dealer
- All Codes Mapped
- Operational Status: Live]
UpdateDealerStatus --> ActiveDealer[Active Dealer Created
Dealership Live / Onboarded
System Status: Active]
ActiveDealer --> End([Onboarding Complete
Dealership Operational])
%% ============================================
%% AUDIT TRAIL & SYSTEM GOVERNANCE
%% ============================================
Start -.->|All Actions Logged| AuditTrail[Audit Trail & Activity Log
Chronological Record:
- User Action & Timestamp
- Uploaded Artefacts & Version Control
- Notifications Sent
- Approvals Received
- Work Notes Entries
- System Events]
AuditTrail -.-> End
%% ============================================
%% STYLING
%% ============================================
style Start fill:#90EE90,stroke:#006400,stroke-width:3px
style End fill:#FFB6C1,stroke:#8B0000,stroke-width:3px
style ActiveDealer fill:#87CEEB,stroke:#000080,stroke-width:3px
style ScheduleL1 fill:#E6F3FF,stroke:#0066CC,stroke-width:2px
style ScheduleL2 fill:#E6F3FF,stroke:#0066CC,stroke-width:2px
style ScheduleL3 fill:#E6F3FF,stroke:#0066CC,stroke-width:2px
style SendCalL1 fill:#E6F3FF,stroke:#0066CC,stroke-width:2px
style SendCalL2 fill:#E6F3FF,stroke:#0066CC,stroke-width:2px
style SendCalL3 fill:#E6F3FF,stroke:#0066CC,stroke-width:2px
style DecisionL1 fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px
style DecisionL2 fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px
style DecisionL3 fill:#FFD700,stroke:#FF8C00,stroke-width:3px
style AIGenerate fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px
style FinanceFDDDecision fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px
style FinanceLOIDecision fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px
style DDHeadLOIDecision fill:#FFD700,stroke:#FF8C00,stroke-width:2px
style NBHLOIDecision fill:#FFD700,stroke:#FF8C00,stroke-width:3px
style DepositDecision fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px
style DocsComplete fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px
style StatutoryDecision fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px
style EORComplete fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px
style LOADecision fill:#FFD700,stroke:#FF8C00,stroke-width:3px
style WorkNotesL1 fill:#FFF8DC,stroke:#DAA520,stroke-width:2px
style WorkNotesL2 fill:#FFF8DC,stroke:#DAA520,stroke-width:2px
style WorkNotesL3 fill:#FFF8DC,stroke:#DAA520,stroke-width:2px
style FDDWorkNotes fill:#FFF8DC,stroke:#DAA520,stroke-width:2px
style FinanceWorkNotes fill:#FFF8DC,stroke:#DAA520,stroke-width:2px
style VerifyWorkNotes fill:#FFF8DC,stroke:#DAA520,stroke-width:2px
style FinanceDepositNotes fill:#FFF8DC,stroke:#DAA520,stroke-width:2px
style StatutoryWorkNotes fill:#FFF8DC,stroke:#DAA520,stroke-width:2px
style EORWorkNotes fill:#FFF8DC,stroke:#DAA520,stroke-width:2px
style AuditTrail fill:#F0F0F0,stroke:#808080,stroke-width:2px,stroke-dasharray: 5 5